When mailing a document through EDEXIS, you can now choose to have us serve some parties via mail while you serve other parties via email. The new Proof of Service will legally accommodate both our mailing AND your email.
While other mailing providers may say that they have this option available, their proof of service does not indicate that YOU are actually doing the emailing. They group the email service in with the mailing service and then attest that THEY are serving all of the parties — even when YOU are serving the emailed recipients. This creates a very innacurate proof of service.
In the coming months we will also be adding the ability to request that EDEXIS serve recipients via email on your behalf. As you likely know, only recipients that have agreed to receive their documents via email from a specific sender would qualify for this service.
While considering the legality of a proof of service, it is also worth noting that a POS should NOT be signed when it is mailed. Ours are not. AFTER we serve a document on your behalf, we can then attest that the service happened and we update the proof of service in your account to reflect that.
If you would like to learn more, you can visit a few of these sites:
If anything defines the California Workers’ Compensation industry, it is change. Rules, regulations, legislation, EAMS, and a pandemic have all affected California work comp over the years. It is not only difficult to keep track of the changes, but also to keep track of how your data and files are impacted by these changes. Add in employee turnover, internal technology changes, changes in collection companies and hearing reps and you may find that tracking down those elusive work comp files can seem impossible.
While sometimes difficult, it isn’t impossible.
Have you lost track of your lien confirmation payment ID’s? Even if you didn’t file your liens through us, we can populate your account with ALL of your previous confirmation ID’s. These ID’s then automatically populate your future DOR filings.
Have you hired a collection company in the past and have no idea what they actually filed or didn’t? We can tell you AND usually get you copies of past filings. As a side note, your EDEXIS account allows unlimited users that can file documents simultaneously in EAMS. This will allow you to give multiple collection companies and users access to your account.It also ensures that all of your data is in one cohesive location.
As an employer, TPA, or law firm, do you have a current list of all of your work comp cases? If not, we can compile that list for you.
It may seem complicated to have multiple entites utilizing one account. With EDEXIS it is easy:
Unlimited users at no extra charge that can all file into EAMS simulteanously.
Data identified and presented by unique user login.
Reporting that details each users activity and expenses.
Unlimited, free training to help you manage your account.
If you need assistance in organizing your work comp filings and data, give us a call. We would be happy to help.
Whether EDEXIS is printing and mailing your party documents for an EAMS electronic filing or mailing general documents with or without a proof of service, we pride ourselves on the security and integrity of that mailing.
Our security measures are often the reason that clients choose our services over other vendors. A few important features include:
In House Production: All document printing and mail production is done on-site in our secure corporate facilities. No third-party vendors or outsourced production is used. Every document mailing is printed and handled exclusively by EDEX Information System’s employees until physically delivered to our local U.S. Postal Service facility with which we share a long-term, very professional relationship.
Barcode Tracking: All mailings we produce include embedded 2-D tracking barcodes which are computer-scanned at various phases of production and assembly. Missing or damaged documents are reprinted, and every document is tracked from production through final delivery to a U.S. Postal Service facility.
Certified Automation and Confirmation: We are Certified for Automation and Confirmation via the USPS automated guidelines. That means that every piece of mail we send is processed via the USPS’s automated processing and tracking technology. This is how we are able to track and confirm our mailing services so efficiently.
Dump your po$tage meter and mail remotely for less!
If you are feeling buried by your outgoing mail, or even if you want to improve efficiency and allow your staff to more easily mail out documents both in house and remotely, EDEXIS mailing services can help. Simply upload the document you want to mail, and we take care of the rest.
Mail a document to any recipient within the United States
Mail a document in conjunction with an electronically filed California work comp EAMS document
Ideal for real estate, billing, trust, and family law documents — to name a few.
Proof of Service optional with each mailing.
Self Addressed Stamped Envelopes can also be included
For those already using our mailing services, mailing a document looks a little different these days. There is now a stand-alone tab in the left hand menu that says, “Mailing Services”.
From Mailing Services you can upload any document (work comp or not) using one of our existing templates or using a FREE personal template. Universal and Personal Templates are documents that automatically populate standard fields. If you are a California work comp professional, documents can be associated with a WCAB case number and will automatically populate the case information (including address records and companion case data) or you can choose to manually enter data for non WCAB mailings. (API integration and/or a linked address book are also options for data population).
Once you have mailed a document, you can monitor that document via the “Manage Filing” button:
Manage Filings allows you to review past documents that are archived indefinitely, review the parties that were chosen for receipt, review the activity log that reports delivery status, recreate the mailing and possibly send to other parties, or generate a Certificate of Mailing that creates a report of receipt status:
On the sample above, you can see that some of the mailings were sent with tracking numbers — Certified Mail or Priority Mail. However, the rest were simply mailed First Class. Even First Class reports the status of delivery. That first listing was actually returned as unclaimed. The last listing reports its delivery in Pomona. While scanning of standard First Class is more limited, it easily proves (at the minimum) that mail was entered into the mail stream and sent. When mail is sent Certified or Priority Mail, the signature receipt is also included with the Certification.
As shown below, we can print your logo with your return address and you can add a “Tag Line” on each individual mailing. These are particularly helpful if you are mailing to prisons and need to indicate “Legal Documents Enclosed” or if you want to highlight a “Personal Mail” item.
If you would like to try our mailing services, you can sign up for an immediate account that bills each of your transactions to your credit card. If you would like mailing services + work comp filing and work comp case tracking and searches, you can choose the full suite of services with a contract.
We thought we would take some time this week to provide some resources and updates that we find particularly helpful when it comes to mailing documents, electronically filing documents in EAMS, and providing answers to your most frequent questions.
FILING: As many of you have likely noticed, the upload page for Unstructured documents has had some improvements. You can now search for document titles by key words vs. looking up titles alphabetically. AND your Universal and Personal Templates are now easier to access.
MAILING:When mailing documents via your EDEXIS account, our standard first class mailing now provides further information about delivery status at no additional cost. We have integrated additional USPS automation that will continue to provide faster, more accurate updates as your mail travels to its destination. We also have a mailing certification report that will be added to your accounts soon and will be capturing Certified Mail signatures for easy viewing.
TRIAL EXHIBITS:We continue to get a lot of questions about submitting trial exhibits to EAMS. It is important to remember that there is no document title called “Trial Exhibit”. Each document you submit needs to have its own document title and be uploaded individually. For example (as shown below), if you were submitting a medical document, you might search the document titles list by “Medical” to see all titles that are available.
BLOG: In addition to our Trial Exhibit blog, our blog page contains past information about Companion Case Liens, Filing Functionality, IBR & SBR, Claim Number Discovery, Address Updates, Mailing Services, Post-Offer Pre-Employment, and DWC Updates.
Repetitive work is often frustrating, time consuming, and expensive. Until now, that has certainly been true of filing companion case liens. Because the DWC doesn’t allow the filing of liens on companion cases, each lien had to be filed one at a time.
That is no longer true with EDEXOne. While your liens are still filed individually in the background to accommodate DWC limitations, the EDEXOne interface allows you to submit all of your liens for one injured worker at one time. Our smart automation handles the rest. This includes recognizing that the $150 filing fee is only charged on the first non-exempt lien, but not on the additional liens.
When companion cases are selected with any filing, the address record for each case is automatically included when you choose the parties to serve. This ensures that you are serving everyone necessary at one time. This is a huge cost and time saver.
This feature does only apply to liens that are filed with the same supporting documentation.
If you are still using our older software version and haven’t upgraded to EDEXOne yet, you will not have access to Companion Case Lien Filing. There are many other upgrades that are not available in our older platform as well — this is a great time to upgrade. There’s no additional cost required.
As with all of our services, if you would like a guided tour or additional help when you file your first companion case lien, please don’t hesitate to contact us.
Yes, that’s a lame alliteration, but your “Manage Filings” feature has all sorts of very not-lame functionality that is worth familiarizing yourself with. (I do realize that I am probably dating myself by referencing Gumby). Here is a quick guide to get you started:
Once you file or mail a document in EDEXOne you will see the “Manage Filings” drop down menu on the right side of the page:
You will notice that the last option is “Create Duplicate”. This is a new feature that will appear on a document that was mailed (but not filed into EAMS). “Create Duplicate” allows you to resend the same document to the same or different parties without having to upload the document again. You can add an additional document as well. If you need to resend billing documents or any other document, this is a great shortcut. This is also a quick option if you want to send some of your parties Certified Mail, but others first class.
The first option listed is “Documents”. As the image above shows, this is simply where you go to print any past documents that were mailed or filed. Your documents are archived to your account at no additional cost. Simply click on the link and your documents open as a PDF.
Select “Parties” and view everyone that was served a copy of the document WITH any tracking numbers. As the above image indicates for the first recipient, you can see that the Post Office received the document and reported the scan for a first class mail piece. The second party shows the tracking number for a Certified Mail item. By clicking on the tracking number you are taken directly to the USPS tracking page for this mailing.
Select “Activity” and view the filing and mailing log as shown above. This page will also report any filing or delivery errors. Filing error notices are rare, but when they happen customer support is notified for follow-up and in most instances the user will also receive an emailed notification. If the error is relative to a credit card failing for a lien filing, the email notice includes a link to allow a quick refiling with a new credit card addition.
If any of your documents being served on other parties are undeliverable, as shown above, you will also receive a notification.
Although not shown on the graphics above, when you select the “Manage Filings” button on a previously filed lien, you will also see an “Amend Lien” option. While lien amendments cannot be filed electronically to EAMS, they can be mailed to the other parties. The “Amend Lien” option automatically pulls your previous filing and updates it with the information you enter so that you can quickly send the new version to the recipients.
So, I don’t know that I would categorize all these as Fun but I guess they are pretty Flexible. Perhaps even Gumby worthy.
The flowchart below can help you decide between filing for Independent Bill Review (IBR) and/or filing a lien. Additionally, if you need to submit a request for Second Bill Review (SBR), that document can be automatically populated and mailed via your EDEX account from Form Templates:
When filing documents electronically through EDEX do NOT include Cover Sheets and Separator Sheets. We see this frequently when filers are submitting trial exhibits.
Unlimited training is available with every EDEX account. If you would like to arrange an online training, please don’t hesitate to let us know.
When a Casewatch is filed in EDEX, it automatically generates FUTURE hearing notices but also future event notices and case party updates. A case party update lets you know when any party on the address record has been updated, added, or removed.
It is possible to track an injured worker’s social security number and/or ERN number. Future cases that open for that injured worker will automatically trigger a notice to your account.
If you filed past liens outside of our system, we can request a list of all of your past $150 lien filing confirmation numbers, and populate your account with those numbers. Any DOR filed with us will then automatically include that confirmation number.
We’ve all heard, “garbage in – garbage out” and it is certainly applicable to work comp data! One data element that can easily be cleaned up in EAMS is your address. However there is more to understanding this process than meets the eye.
Most work comp participants are familiar with the UAN (Uniform Assigned Name) that is defined and assigned by the DWC. For example, here are a few UAN’s assigned to SCIF:
If SCIF wanted to change their address for their Bakersfield office, they would very likely simply request that update for their UAN address. The problem is, SCIF, and almost all other work comp case parties, have multiple other addresses for that same entity that also need to be updated, or at least reviewed. Small doctor’s offices and law offices might only have 10 or 20 other listings, while larger offices might have several hundred.
Why do parties have all these different listings?
Each separate listing can be considered a folder. In each folder is at least one case, sometimes 20, sometimes hundreds. When an ADJ case is opened and a party is listed on that case, HOW they are listed can trigger a new FOLDER that contains that ADJ number. Ideally, all entities are listed with their UAN which avoids triggering new folders opening and puts all of their cases in one folder together. However, if a party is listed with a different naming convention, say with an extra space, or a different address, or “Lane” instead of “Ln” a new folder will open and create a new listing that may need its address updated in the future. While UAN’s have fixed much of this problem with current filings, old filings were not restricted by UAN’s.
If one of the myriad, non-UAN, addresses isn’t updated, any cases associated with that folder will have the wrong address listed on the party record. When other parties mail documents to that address for service, those documents may not be delivered.
Additionally, if you are an eFiler and have an EAMS account, you will ideally want to be able to view EVERY case where you are a party. If one of those cases happens to be under a different address and/or name variation it may not be connected to your EAMS account.
We can fix this for you as part of our address update services and EAMS case linking follow-up. There is no charge for this service. We simply provide it to ensure that the DWC’s data, and thus, our data, is as accurate as possible. If you would like to take advantage of a data review, please email a request to firstname.lastname@example.org. In your email, include:
Your current physical address
Your current mailing address
Any names and aliases. For example, a law firm name with the individual attorney names or a doctor’s name with the practice name. Ideally, a middle initial should be included for any individuals.
Contact information for your EAMS Administrator if applicable.
If you know you need an address update, you can simply submit the request found here:
The WCAB has implemented many changes to accommodate Covid restrictions. One of those is that trial exhibits must be filed electronically — either via JetFile or eFile. There are two issues to consider when filing your trial exhibits:
The requirements of the judge and court.
The programmatic limitations of electronic filing.
Below, we have outlined feedback from judges AND have provided filing instructions to meet both the judges’ requirements and programming guidelines. Please note that it is common for different judges to have different requirements. If you encounter other requests from judges, please let us know.
When electronically filing ANY document via EDEX, do NOT include cover sheets and separator sheets.
Select “Unstructured” documents to access the list of EAMS document titles to choose from.
There is no document title called “Trial Exhibits”. Each document needs to be titled individually per its actual title.
Notices of Representation & Substitutions of Attorney
When you look up the EAMS directions for filing a Notice of Representation or Substitution of Attorney, you will find SEVEN pages of instruction.
When you want to file these documents via EDEX, much of that process is automated.
Send us your NOR or Substitution document to be built into your account as an automatically populated template.
Decide if you want us to batch file your documents from a spreadsheet of cases or if you want to file them into EAMS one at a time via the interface.
Regardless if your documents are filed via a batch or individually, we can serve the other parties for you.
Wait at least ten days and then request our automated confirmation report. The report is automatically formatted to meet the seven pages of EAMS directions and will list any ADJ’s that have not been updated yet. This report can then easily be forwarded per DWC requirements.
For more information call 209-223-3461 or email Andrea@edexis.com
If you are an employer, your hiring process can include a background search of an applicant’s past, litigated work comp injuries. While the average demographic of these injuries is 10%, some industries are much higher.
Additionally, EDEX provides automated alerts when a new case opens for an employee and the ability to track that case for future hearings, events, and party updates. This is time saving data for your risk management department.
To learn more about using EDEX data for human resources and risk management, please click below to read our white paper and see a sample search.
A few of the good things that make EDEX even better — Now including automated Second Bill Review!
There’s the cake of EDEX — things like electronic filing, party delivery, and case tracking — and then there’s the frosting. These are the EDEX add-ons that are great shortcuts and time savers. And what’s a cake without frosting??
Automated Second Bill Review: See the directions to automatically create a Second Bill Review.
FileNet: View all of the EAMS documents for any case in your EDEXOne account.
Reports: We have a long list of reports available on demand. An easy way to receive a summary of your filing, your lien filing fee payments, and your hearings or events to name a few. Reports can also be automated for pre-defined delivery times via email.
NOR Report: If you file your Notice of Representation through EDEXOne, an NOR report will track the follow-up at the DWC. If they have not added a representative after ten days, the NOR report can be forwarded to the DWC for follow-up. No need to check cases daily to ensure a rep is added.
Payment Online: Your accounting department can pay online with their own login.
Address Book: From an Excel spreadsheet, we can store mailing addresses that you commonly use.
Clio: Are you an attorney using Clio case management software? If so, our EDEXOne application now integrates with Clio!
Signature Capture: Add a signature to each account to automatically populate appropriate forms. Simply request a signature capture form and we will send you an email.
And….something fantastic that we are whipping up in the programming kitchen —
Automated management of the hearing notices and emails that you receive from the DWC. If you are currently receiving these documents via the mail, we can convert these to email and automate this process for you. No more opening envelopes, reading documents, and comparing that information to your calendar or file data. If you are currently receiving this information via email, you are one step ahead and can get started even sooner. There is a little bit of set-up involved in this process so I would encourage you to call us now if you are interested.
How To: Second Bill Review
After selecting CREATE FILING you will need to select the appropriate form type. If an ADJ case number already exists, select MAIL ONLY CASE RELATED PARTIES as shown below. If no ADJ exists, select MAIL ONLY NON CASE RELATED. The first option will automatically populate all existing case data.
At the ATTACH DOCUMENTS page, choose FORM TEMPLATE and then SECOND BILL REVIEW. Follow the prompts, select the party for service and submit!
If you have any questions, please don’t hesitate to contact us. We will happily guide you through a mailing and/or filing.
A QUICK WAY TO REVIEW THE MAILING STATUS OF YOUR DOCUMENTS
When was that letter mailed?
When did the recipient recieve it?
What was that tracking number?
With the click of a button, we will email you a Certificate of Mailing that shows the status of each of your mailed items. From your EDEXOne interface, simply select your MANAGE FILING button and then choose Certificate of Mailing.
Typically, the document you are mailing only requires a proof of service showing when it was mailed out. While our services provide that, we also provide automated tracking for most mail as it travels through the postal service.
If your mail is sent using Certified or Priority Mail, you will also see the tracking number and will receive the confirmation receipt:
If you would like to learn more about our mailing services, please contact us.